Fire Risk Assessment Checklist for Commercial Buildings
If you’re responsible for a commercial property, fire safety needs to be near the top of your list. But do you know what to look for? What counts as a hazard? How often do you need to update your assessment?
Let’s walk through it step by step.
Let’s start with the basics: what is a fire risk assessment?
A fire risk assessment is a detailed look at your premises to identify anything that could start a fire, anything that could fuel it, and anything that might make it harder for people to escape. It also looks at the people who use the building and whether they’d be at risk in an emergency.
You’re expected to identify potential problems, take steps to reduce the risk, and keep records of what you’ve done. It’s a legal requirement under the Regulatory Reform (Fire Safety) Order 2005, and if you have five or more employees, you must keep a written version.
Even if your team is small, it’s still good practice to document your findings and actions and not just for your own peace of mind, but in case you ever need to prove your due diligence to insurers or enforcement officers.
Who is responsible for doing it?
In legal terms, the person responsible is usually called the ‘Responsible Person’. That might be the business owner, the employer, or the person in charge of the building, it depends on the situation. In some cases, it might be shared between several people, such as a landlord and a tenant who both have control over different aspects of the premises.
You can carry out the assessment yourself if you feel confident and competent. However, many commercial buildings have complexities, like shared access, high occupancy, or specific industry risks, where it makes sense to bring in a professional fire risk assessor.
Fire risk assessment checklist: 5 key steps
Most fire risk assessments follow the same five-step structure. Below, we’ve broken these down into practical, real-world actions you can take.
1. Identify fire hazards
Start by thinking about three things: what could cause a fire, what could burn, and what might make it spread more quickly.
Heaters, overloaded plug sockets, faulty appliances, or even a discarded cigarette are all common ignition sources. Also,electrical faults and hot work like welding can also spark a blaze. Then look at what could fuel a fire. This includes paper, cardboard, packaging materials, upholstery, paint, and cleaning fluids or anything flammable, especially if it’s stored in large quantities or near heat sources.
Finally, consider how a fire could move through the building. Gaps in walls or ceilings, open stairwells, and damaged fire doors can all let smoke and flames spread rapidly before anyone notices. Pay attention to back rooms, storage cupboards, and service areas,as fires often start where no one’s watching.
Also read: How often should you get your fire extinguishers serviced?
2. Identify people at risk
Once you’ve looked at the physical environment, focus on the people. Think about who uses the building day to day, such as staff, visitors, delivery drivers, contractors. Then consider who might need extra help in an emergency. That could include children, older adults, or anyone with mobility issues or sensory impairments.
Also, remember to factor in shift workers, lone workers, or people working out of hours. Someone locking up late at night may be at greater risk if the fire alarm can’t be heard clearly, or if escape routes aren’t well lit. You don’t need to know every name, but you do need to understand the kinds of people in the building and how you’d keep them safe.
3. Evaluate the risks and take action
Now it’s time to ask: how likely is a fire, and how serious would it be? If a space is full of flammable stock and has dodgy wiring, the risk is probably high. If it’s well-maintained with clear exits and no obvious ignition sources, the risk may be lower.
Here are some common fixes:
- Replace damaged wiring or overloaded sockets
- Keep escape routes clear and unlocked
- Install or service fire alarms and emergency lighting
- Make sure fire doors are in good condition and close properly
- Store flammable materials safely and away from ignition sources
- Create or update your fire evacuation plan
Tip: Make sure everyone knows what to do in a fire, not just where the exits are, but who’s in charge, how to raise the alarm, and how to help others.
4. Record your findings
If you employ five or more people, you must keep a written record. But even smaller businesses should consider doing the same. A simple document outlining what you found and what you’ve done about it can be incredibly useful if anything goes wrong.
Your notes don’t need to be fancy, but they should be clear. Include the main hazards, who’s at risk, what steps you’ve taken, and what else still needs doing — along with who’s responsible and when it’ll be completed. This is also where you can store maintenance logs, staff fire safety training records, and your evacuation plan.
Also read: Is it a Legal Requirement to Have a Fire Alarm in a Commercial Property?
5. Review regularly
A fire risk assessment isn’t something you do once and forget about. It needs to be reviewed regularly, at least once a year and sooner if something changes. That includes building work, layout changes, new machinery or equipment, or a change in how the space is used.
Even minor changes can have a big impact. Moving stock closer to an exit, for example, might block a fire door without anyone realising. Or a new employee might not know what to do during a fire drill. Reviewing the assessment keeps things current and prevents risks from creeping back in over time.
What documents should you keep?
Here’s what you should ideally have on file:
- A written copy of your fire risk assessment (especially for insurers)
- A fire evacuation plan with escape routes and assembly points
- Records of fire alarm tests, emergency lighting tests, and fire drills
- Maintenance records for extinguishers, alarms, and other equipment
- Training records to show staff have been briefed or trained
Tip: If the fire brigade visited tomorrow, could you show them everything they asked for? If not, now’s the time to organise your fire safety file.
Read: How ready would you be if a fire inspector turned up?
When should you hire a professional?
Some business owners feel confident doing their own risk assessments, especially in small, single-storey premises with a simple layout. But for larger or more complex sites, like multi-storey offices, care homes, schools, factories, or buildings with multiple tenants, it’s strongly recommended to bring in a qualified assessor.
Professionals will know what to look for, understand how different hazards interact, and can often spot risks you’ve missed. They’ll also provide a full report and help you stay on the right side of UK fire safety laws. Just make sure they’re properly accredited (for example, registered with BAFE or the Institute of Fire Engineers).
Don’t take chances — speak to Jackson Fire & Security
At the end of the day, a fire risk assessment isn’t about paperwork. It’s about protecting lives and keeping your business safe. Fires don’t give warnings and the consequences of being unprepared can be devastating.
If you’re unsure where to start, or want the peace of mind that your building meets fire safety regulations, Jackson Fire & Security can help. Our team of qualified professionals carry out detailed fire risk assessments for commercial buildings, tailored to your specific risks and responsibilities.
We’ll work with you to identify hazards, offer practical solutions, and ensure your fire safety arrangements are fit for purpose not just on paper, but in practice.Call 01322 250 350 to get in touch with the Jackson Fire & Security team today!